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  1. 1. REQUEST FOR PROPOSALS For RFP No. P09-9873 PROPOSALS DUE: NOT LATER THAN 4:00 PM, Wednesday, May 20, 2009 LATE PROPOSALS SHALL NOT BE CONSIDERED Submit Proposals Multnomah County Library to: Radio-Frequency Identification Tags and ATTN: Gerald E. RFID Circulation and Security Equipment Jelusich, CPPB Multnomah County Procurement # P09-9873 Central Procurement & Contract Administration 501 SE Hawthorne Blvd Ste 400 Portland OR 97214 Refer Questions to: Gerald E. Jelusich, CPPB Lead Procurement Analyst Senior Phone: (503) 988.5111, Ext 24961 Email: gerald.e.jelusich@co.multnomah.or.us Pre-Proposal Conference: There will be a pre-proposal conference for this Solicitation on Tuesday, May 5, 2009, 1:30-3:00 p.m. at Central Library, 801 SW 10th Ave, Portland, OR 97205, 5th floor, Conference Room C. Attendance at the pre-proposal conference is Optional 1
  2. 2. Electronic copies of this RFP and attachments, if any, can be obtained from the Multnomah County Purchasing Website at: http://www.multcopurch.org All Proposal documents shall be submitted in hard copy. Electronic or facsimile submissions shall be rejected RFP P09-9873 Multnomah County Library: Radio Frequency Identification Tags and RFID Circulation and Security Equipment TABLE OF CONTENTS PART TITLE PAGE # PART 1 Overview Section 1.1 Purpose and Overview 4 Section 1.2 Joint Proposals 5 Section 1.3 Contract Award 5 Section 1.4 Contract Negotiation 5 Section 1.5 Contract Term 6 Section 1.6 Funding 6 Section 1.7 Pre-Proposal Conference 6 Section 1.8 Minimum Requirements 6 Section 1.9 Timelines 7 PART 2 Scope of Services and Programmatic Requirements Section 2.1 Introduction and Program History 8 Section 2.2 Goals, Values and Other Important Considerations 10 Section 2.3 Scope of Services 10 Section 2.4 Proposed Schedule 22 PART 3 Proposal Requirements & Evaluation Criteria Section 3.1 Proposal Formatting Instructions 24 Section 3.2 Proposal Submission 25 Section 3.3 Evaluation Process for Written Response and Product 26 Demonstration Section 3.4 Proposal Questions, Instructions and Evaluation Criteria 28 Section 3.5 Demonstration Evaluation 44 PART 4 General Multnomah County Procurement Procedure Requirements Section 4.1 Procurement Procedure Requirements 47 PART 5 Contract Terms Section 5.1 Multnomah County Services Contract 50 Section 5.2 Insurance Requirements 50 Section 5.3 Intergovernmental Agreement 50 2
  3. 3. Section 5.4 EEO Certification Requirement 51 Section 5.5 Payment Invoices 51 Section 5.6 Local Purchase Preference 51 SOLICIATION ATTACHMENTS Attachment 1 Offeror Representations and Certifications Form 52 Attachment 2 Sample Multnomah County Services Contract 53 Attachment 3 Electronic Attachment Reference – Multnomah County Library Materials Handling and Collection Management 61 Study – January 13, 2009 Attachment 4 On-Site Demonstration Script 62 Attachment 5 No Bid/Comment Form 71 3
  4. 4. Multnomah County Library RFP P09-9873 Multnomah County Library: Radio Frequency Identification Tags and RFID Circulation and Security Equipment PART 1 OVERVIEW 1.1 PURPOSE AND OVERVIEW The intent of this Request for Proposal is to obtain firm proposals from qualified Providers to: • Assist the County with planning the RFID system conversion; • Supply RFID tags for the existing library collection; • Supply RFID tags for new library materials purchased in Fiscal Year 2009/10; and, • Supply, deliver, and install security gates (or some other RFID-based security technology) and RFID staff workstations (check-in and check-out) at all Library outlets, including the Central Library and 18 branches. Staff equipment is also required at the Library Administration Building. The intent of this Request for Proposal and resulting contract is to obtain firm proposals from qualified Providers to supply RFID tags for the existing library collection and for new library materials purchased in Fiscal Year 2009/10; to assist with planning the RFID conversion; and to supply, deliver, and install security gates (or some other RFID-based security system) and RFID staff workstations (check-in and check-out) at all Library outlets. A solicitation for RFID self check-out stations may follow in a separate request. The intention is to install self check-out units simultaneous with the conversion of staff workstations at all library locations. The library may choose to build its own self-check units. The RFID conversion and first equipment installations will take place at the Central Library, with equipment installed in early fall 2009 and the RFID conversion of the collection complete at Central Library by March 31, 2010. The Library is also preparing to open two new branches, Kenton and Troutdale. Opening day collections for these two branches will be processed with RFID tags purchased through this solicitation. Equipment for Kenton will be installed in December 2009. The Troutdale schedule is not yet firm, but we expect to be installing equipment in early 2010, The current plan is to complete the RFID conversion of the entire library collection by December 31, 2010. The schedule for additional branch equipment installations will be firmed up as funding is secured. We expect to complete the entire project by December 31, 2011 at the latest. Please note that the goal of the Library is to select the best product for each Library application therefore there is no guarantee that the Provider or Providers selected to provide RFID tags and security system would also be the same Provider or Providers selected to provide the staff or inventory equipment. P09-9873 4
  5. 5. Regardless of whether a single vendor or multiple vendors are selected, it is the library’s intention to fast-track a separate contract for the purchase of the RFID tags. The selected vendor for tags will be expected to deliver the tags no later than June 30, 2009, to allow for payment from the 2009 budget. 1.1.1 Follow-on Solicitations. Related Projects. The implementation of RFID and an RFID-based security system is one of several related projects. The order in which the related projects will be pursued depends on the availability of funding and other library priorities. The RFID conversion and the equipment for Central Library, Kenton and Troutdale are funded in the current County budget. Request for funding for the additional equipment is pending in the FY 10 budget process. After completing the projects outlined in this RFP and the self-check implementation, the following projects will be pursued as budget and priorities allow: • Move the centralized sort operation and Technical Services department from the library administration building to a new building. The new building will contain offices as well as an off-site storage system with an automated storage and retrieval system (ASRS). The ASRS system will be integrated with an automated sorting system for interlibrary delivery; • Where space allows, install self check-in machines as well as automated materials handling equipment at Central Library and selected branches. 1.2 JOINT PROPOSALS The County will consider joint proposals from existing providers. Joint proposals may take the form of partnerships, general contractor/subcontractor arrangements or entities formed by existing providers. If any such arrangement is proposed, a written memorandum of understanding between the parties must be submitted with the Proposal setting forth the business and service delivery agreements between the parties. 1.3 CONTRACT AWARD Through this RFP process, the County is seeking to award at least two contracts to one or more Providers. One contract will be for the RFID tags; additional contracts will be for the security, staff and inventory equipment. Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. 1.4 CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Proposer(s) with the combined highest scoring written proposal and demonstration in the following categories: RFID tags, security equipment, staff check-in/check-out equipment, and hand-held inventory device. P09-9873 5
  6. 6. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached. 1.5 CONTRACT TERM The contract term shall be through December 31, 2011. The County shall have the option to renew this contract for up to two additional years, or portion there of, as determined appropriate and necessary. 1.6 FUNDING The first phase of the project will be funded with $1.365 million allocated in the library’s FY09 budget, plus additional funding from the Kenton and Troutdale branch budgets. A request for an additional $2.5 million is pending in the FY10 budget. The library will identify and secure other funding as necessary to complete the project. 1.7 PRE-PROPOSAL CONFERENCE An optional pre-proposal conference will be held on May 5, 2009 from 1:30-3:00 p.m. in conference room 5C of the Central Library, at 801 SW 10th, Portland OR 97215. This meeting is designed to clarify the information that is contained in this solicitation and provide an opportunity for questions and answers. Attendance at the pre-proposal conference is strongly recommended. Proposers who cannot attend in person may attend by conference call. 1.8 MINIMUM REQUIREMENTS At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal 1. Proposal responses must be received by the Multnomah County Central Procurement and Contract Administration (CPCA) office and be time stamped by CPCA no later than 4:00 P.M. on May 20, 2009. 2. Proposal responses must include a signed Offeror Representations and Certifications form, which is attached to this RFP as Solicitation Attachment 1. Attach a signed and completed copy of the form to your proposal and label as Proposal Attachment 1. This form does not count against your page count. 3. If Proposer is submitting a proposal as a lead agency providing services through a consortium or other arrangement, a draft copy of the working agreement or Memorandum of Understanding MOU between the Proposer and all the participating members of the consortium must be P09-9873 6
  7. 7. included with the proposal. The MOU does not count against page limitations. Attach to your proposal as Proposal Attachment 2. If you do not intend to submit a proposal as a lead agency, then do not submit a Proposal Attachment 2. 4. Proposers must submit three (3) letters of reference from recent customers providing evidence of previous experience similar to that described in this RFP. Letters must be attached to the proposal and do not count against the page limitation. Attach to your proposal as Proposal Attachment 3. 5. The County intends to hold Demonstrations June 4-5, 2009, in Portland OR. Proposer with the highest score will set up at 1 P.M. on Friday, June 5, with demonstration from 2-6 p.m. Proposer with second highest score will set up at 7 a.m. on Friday June 5, with demonstration from 8 a.m. to 12 noon. Proposer with third highest score (if the library chooses to hold three demonstrations) will set up at 1 p.m. on Thursday, June 4, with demonstration from 2-6 p.m. Proposers must certify they will attend this session, if selected. Failure to show as scheduled will automatically result in the assignment of a score of “0” for the Demonstration portion of the Evaluation. Place a statement in your proposal as follows: “I certify that if selected, we will attend the oral interviews to be held during the week of June 4-5, 2009. Attach to your proposal as Proposal Attachment 4. At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. 1. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). 2. Proposer must be able to comply with County contracting requirements, which include insurance limits, and all other federal, state and local laws and regulations governing services purchased through the resulting contract. 1.9 TIMELINES* Friday, April 24, 2009 Copies of RFP available from Multnomah County CPCA 8:00 AM - 4:30 PM Copies will be mailed upon request. Tuesday, May 5, 2009 OPTIONAL Pre-Proposal Conference – See cover for 1:30 PM – 3:00 PM details Wednesday, May 13, 2009 Questions/protests on RFP contents due to No Later Than 4:00 PM Multnomah County CPCA Wednesday, May 20, 2009 Responses are due to Multnomah County CPCA No Later Than 4:00 PM LATE PROPOSALS SHALL NOT BE CONSIDERED May 21-27, 2009 Proposal Evaluation Process Thursday, May 28, 2009 Requests for Demonstrations sent to selected Providers P09-9873 7
  8. 8. June 4-5, 2009 Product Demonstrations at Central Library On or after Monday, June 8, Multnomah County CPCA mails written notice to 2009 Proposers regarding their status/score. Negotiations commence. *(Multnomah County reserves the right to deviate from this schedule) P09-9873 8
  9. 9. MULTNOMAH COUNTY MULTNOMAH COUNTY LIBRARY P09-9873 Radio Frequency Identification Tags and RFID Circulation and Security Equipment PART 2 SCOPE OF SERVICES AND PROGRAMMATIC REQUIREMENTS 2.1 INTRODUCTION AND PROGRAM HISTORY 2.1.1 Demographics. Multnomah County Library (MCL) serves a population of 701,545, including the cities of Portland, Gresham, Troutdale, Fairview, Maywood Park, Wood Village and the unincorporated areas of Oregon’s most populous county. MCL is composed of a Central Library and 16 neighborhood libraries. Two new libraries in leased facilities are currently in development. Library material moves among all of the libraries. Approximately 50,000 items are moved each weekday via the interlibrary delivery system. The Library’s integrated library system (ILS) is Millennium from Innovative Interfaces. There are 431,000 card holders in the system. In fiscal year 2008, the Library circulated 20.4 million items. Two new libraries are in the development process and are expected to open between December 2009 and February 2010. The opening collections will be RFID tagged prior to delivery to the new libraries. Relevant statistics for the two new branches are: 2.1.1.2 Troutdale  Opening day collection: 13,000 print items (not including periodicals)  Opening day media items: 7,000 items 2.1.1.3 Kenton  Opening day collection: 13,000 print items (not including periodicals)  Opening day media items: 7,000 items 2.1.2 Library Collection. As of 6/30/08, the Library’s collection is composed of the following: • 1,638,249 print items currently contained in the collection (not including periodicals) • 146,880 print items projected to be removed from the collection in 2008/9 (not including periodicals) • 21,200 print items projected to be added to the collection each month in 2008/9 (not including periodicals • 44,000 bound periodical volumes plus 6,000 individual issues are currently contained in the collection at the Central Library and 10,000 more individual issues are contained in collections at the various branches P09-9873 9
  10. 10. • 6,000 periodicals projected to be added to the collection each month • 254,130 media (CDs, DVDs, MP3s) items currently contained in the collection • 8,100 media items projected to be added to the collection each month 2.1.3 Relevant Outlet Information. Outlet Square Average Annual Annual Annual Width of Collection #of Staff # of Staff Feet Daily Door Door Circulation Checkouts Inner Size Stations** Stations** in Bold = Count Count (first circ− not Lobby in Public Backroom Regional renewals) Exit Areas for Library Check-out 2634 937,596 1,614,277 1,138,024 148” 778,869 5 65 Central* 125,000 Gresham* 20,000 1042 371,000 814,917 625,280 13’ 129,520 5 9 Hillsdale 12,000 882 313,876 665,968 505,703 72” 87,043 4 8 Hollywoo 13,000 1141 406,161 1,186,228 793,973 72” 122,390 3 6 d Midland* 25,000 1056 376,066 956,426 698,376 7’ 1/3” 158,183 6 4 Albina 3500 590 209,945 561,413 347,022 36” 42,003 2 3 Belmont 5954 910 323,915 871,968 652,504 36” 75,411 4 5 Capitol Hill 6060 414 147,411 330,185 233,011 72” 46,989 3 5 Fairview- 4000 346 123,206 214,603 149,337 36” 29,419 2 2 Columbia Gregory 50,691 5997 420 149,347 322,688 243,548 72.5” 4 2 Heights Holgate 6060 578 205,841 388,363 287,046 75” 51,434 2 5 North 12 (includes Portland 9500 570 202,974 457,205 297,621 72” 59,998 4 training lab) Northwest 5000 488 173,795 318,298 231,356 36” 39,103 4 4 Rockwood 6435 498 177,180 247,378 176,284 72” 43,852 2 3 Sellwood- Moreland 4375 399 141,877 379,700 266,154 72” 45,168 3 3 St. Johns 6381 482 171,735 356,223 253,689 71.5” 45,363 4 4 Woodstock 7500 665 236,752 581,464 431,046 40” 68,091 4 7 P09-9873 10
  11. 11. Outlet Square Average Annual Annual Annual Width of Collection #of Staff # of Staff Feet Daily Door Door Circulation Checkouts Inner Size Stations** Stations** in Bold = Count Count (first circ− not Lobby in Public Backroom Regional renewals) Exit Areas for Library Check-out Kenton (estimated) 6000 400 147,000 330,000 233,000 72 20,000 3 5 Troutdale (estimated) 6000 400 147,000 330,000 233,000 72 20,000 3 5 Tech-4 Admin NA NA NA 154,036 74,154 NA 7285 NA TW-1 Otrch-3 Sort NA Center NA NA NA NA NA NA NA 4 *Width currently secured by security gates at these three locations. Old gates to be removed. In other locations, the measurement is either the exterior door or the width of a lobby opening. **Staff station data is current number of stations with barcode scanners. Number of RFID stations required may vary. 2.2 GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS The Library plans to implement a RFID-based security system primarily to achieve the following goals: • Achieve capacity for high levels of customer self-service; • Free up staff from current repetitive and routine tasks; • Reduce the risk of potential repetitive motion injuries; • Significantly reduce material losses; • Improve circulation efficiency and shelf accuracy; and, • Maximize service to the community 2.3 SCOPE OF SERVICES 2.3.1 Project Management The proposal shall include a project manager to oversee the project to ensure that it meets the requirements of the library and to be the key contact for the entire installation. The project manager should be in attendance at the demo and provide the overall introduction and explanation of the Provider’s proposed solution. 2.3.2 Health and Safety To ensure the safety of the system, for both operators and the public, the following requirements must be met for any proposed system: • The complete system components, including monitors, computers scanners must meet worldwide safety requirements including UL (USA), cUL (Canada), CE (Europe), and CB Scheme certification (Europe and Asia). P09-9873 11
  12. 12. • All equipment must be UL approved for adequate fire and safety compliance. That compliance must be for complete units (i.e. security gates, conversion stations, etc) in a system, and not for individual electrical components or pieces. Bidders shall provide documentation and certification listing numbers of UL approval. • All equipment must be FCC Compliant. • The UL, cUL, CE and C-tick marks shall be displayed on the serial plate of the system. • System must be in compliance with ADA guideline 4.15.4 for wheel chair clearance and ADA guideline 4.34.3 reach range standards. • Detection and security corridors must be in compliance with relevant ADA requirements • All products must comply with internationally recognized standards for RFID-based Library self-service systems. • All equipment must meet the EU RoHS (Reduction of Hazardous Substance) Directive. RoHS prohibits lead, mercury, cadmium, hexavalent chromium, polybrominated biphenyls (PBB) and polybrominated diphenyl ethers (PBDE) above certain maximum concentration levels for those substances. • All equipment must meet the EU WEEE (Waste Electrical and Electronic Equipment) Directive which addresses the return at end-of-life, and recyclability/ recoverability /reusability of waste electrical and electronic equipment. 2.3.3 Place of Manufacture To ensure ready availability of components, parts, and supplies, all major elements of the system must be warehoused in U.S.A. or the bidder must demonstrate the ability to have these items available within 24 hours of request. 2.3.4 Overall Requirements and Substitutions The Library has identified numerous requirements and/or preferences for the current project below. In your proposal, indicate whether the solution/equipment and/or services you are proposing comply with the following requirements and/or preferences. For those elements where your proposed system does not meet the requirement/preference, you will be expected to provide an explanation of why it can not meet that requirement/specification and what level of performance it can deliver or offer. Proposers will also have the opportunity to offer and fully explain substitutions that the Proposer believes can meet a requirement in all material ways. 2.3.4.1 System The overall system requirements are shown below and the columns on the right indicate whether the specific requirements are required (Rqd), highly desired (HD) or preferred (Pref). Rqd HD Pref a. All system components are UL, CE, and FCC Part 15- X Certified; SIP2, RS-232, TCP/IP Ethernet 10/100, 802.11b (wireless) compliant; and meet the EU RoHS and WEEE Directives. b. The proposed system and all of its components are X entirely compatible with, and in no manner interfere with the integrated library system (currently Millennium), its computer clients, or other components. P09-9873 12
  13. 13. Rqd HD Pref c. The proposed system provides application-specific X software to incorporate all hardware (detection systems, staff station readers, cataloging stations, inventory wand), the circulation RFID tags and any other RFID-related hardware into the system. d The proposed system must interface with the Library’s X existing integrated library system, Millennium, using the SIP, SIP2, NCIP, or NCIP2 protocol. e The proposed system must not interfere with other X equipment, integrated library system, clients or PCs that may be nearby. f The proposed system must be able to connect through X the Library’s Ethernet network via an RJ-45 connector and/or secured wireless network. g The RFID system must be ISO 15693 18000-3 Mode 1 X Compliant (all mandatory elements) h Provider must be willing to work with the integrated library X system Provider, Innovative Interfaces, to resolve any RFID-ILS functionality problem 2.3.4.2 RFID Tags The RFID Tag requirements are shown below and the columns on the right indicate whether the specific requirements are required or preferred. Rqd HD Pref a. Tags must be ISO 18000-3 Mode 1 and ISO 15693-3 X Compliant (all mandatory elements). b. The proposed system provides tags with a range of X memory options from 256 to 2048 bits that can be used simultaneously in the library. c. Tags are 13.56 MHz. X d. All data on the re-writable RFID tag, including the item X identifier field, must be fully rewriteable. P09-9873 13
  14. 14. Rqd HD Pref e. The proposed system tags must enable the AFI security X status to be stored directly on the tag and must trigger an immediate alarm if an item not charged is read by the detection systems. f. Tags are available in blank, generic library or library- X customized versions. g. Tags must provide both security and inventory control X functionality. h. Tags use an anti-collision algorithm that does not limit the X number of tags which can be simultaneously identified and read. i. Tags are adhesive-backed and one piece (tag and label X integrated into one piece) to adhere to library materials without addition of an adhesive cover label. j. Tags can be easily applied in one step, with no need for X mouse clicks, keyboard input, or touch screen entries for most item conversions. k. The proposed tags feature a flip-chip bond using Z-axis X adhesive between the antenna and chip for high durability. Include any guarantees you will make concerning the tag adhesive (especially tags provided for use in CDs and DVDs). l. The proposed system tags must use a low acid, or X neutral pH, adhesive. m. Tags are compliant with ISO 18000-3 Mode 1 and ISO X 15693-3 (all optional components as well as all mandatory components). n. Provider agrees to guarantee that tags will be compliant X and rewriteable within one year of the balloting and adoption of the ISO/NISO Library RFID Data Model Standard. P09-9873 14
  15. 15. Rqd HD Pref o. Provider agrees to replace all Provider-supplied RFID tags X with standard compliant tags (within one year of the adoption of the ISO/NISO Library RFID data model standard) if the tags are not rewriteable to that standard on- the-fly (using standard staff workstation equipment). In addition, the Provider agrees to reimburse the library for replaced tag to compensate for the labor costs associated with replacing non-compliant tags. p. Provider provides RFID tags that work with all material X types including books, periodicals, DVDs, VCR videos, CDs, books on CD, books on cassette, MP3 discs and sheet music. q. Provider provides recommendations and instructions for X tagging media and multi-part sets. Provide recommendations for how best to secure items with media (e.g. CDs, DVDs) and multi-part sets (e.g. Books on CD, TV series DVDs) in a way that is the least time-consuming for staff while providing required security. r. Provider provides a combined RFID tag/cover label for X purchase. s. The proposed system tag must be guaranteed for the life X of the item to which it is originally affixed. Provider agrees to replace, at no cost to the library, all tags that fail or which cease to be readable at 99% accuracy by security system. The Provider must also show upon request the data of the accelerated age testing of the tags and read range as well as methodology for testing. t. Tags are performance-tested before shipment by a third X party and defective tags are marked. Performance test results average less than 1 defective tag per 10,000. Describe your procedures for reliability testing and provide statistics for average number of defective tags per 10,000. u. Tags can be deactivated by a means other than cutting the X tag. v. Provider has experience providing RFID tags to material X Providers including Ingram, Midwest Tape, and Recorded Books who then provide preprocessed material (including Providers encoded tags) to their library customers P09-9873 15
  16. 16. Rqd HD Pref w. Provider tags protect patron privacy. Describe what X information is stored on each tag, the encryption system used, and how data is prevented from being read by unauthorized readers. x. Provider provides a list of types and quantites of tags X recommended for conversion and for new acquisitions (for the year following conversion), including unit pricing for each different product. 2.3.4.3 RFID Staff Workstation Equipment The RFID Staff Workstation equipment requirements are shown below and the columns on the right indicate whether the specific requirements are required or preferred. Rqd HD Pref a. Staff check-out units reliably (99.9%) check in/out a X minimum of 10 RFID tagged items simultaneously. b. Staff workstation can function in offline mode X c. Staff workstation equipment is capable of processing X RFID tags or bar codes in the same circulation transaction. Provide a detailed staff scenario of a checkout session that includes some items that are RFID tagged and others that are only bar-coded. d. Staff stations can easily read library cards and material X barcodes in a variety of formats (codabar and non- codabar) and locations on the item. e. Staff stations are designed ergonomically. X f. The proposed system has a thin (less than ½”) reader X pad that provides easy installation. g. Staff workstation equipment is compatible with Library’s X standard circulation desk computers, barcode scanners, and receipt printers. h. Staff workstation equipment can be mounted in, on, or X under the work surface of a circulation station. P09-9873 16
  17. 17. Rqd HD Pref i. Staff workstation equipment can function when positioned X under existing Library slate, granite, wooden or laminate- topped desks. j. Staff workstation equipment has an RFID read range of 8 X inches minimum for book tags. k. Staff workstation equipment is able to read tags and X display the information contained on the tag. l. Staff workstation equipment provides a displayed count X of the number of items processed simultaneously to ensure complete check-in/out transaction processing. m. The proposed system uses an anti-collision algorithm that X does not limit the number of tags which can be simultaneously identified and read up to 8 inches high with a book tag. n. Staff workstation equipment has the ability to read, X program, and reprogram RFID tags during a standard circulation transaction (on-the-fly). o. Staff workstation equipment does not require mouse X activations to process most items. (Exceptions made for configuration changes, error handling, or tag reprogramming situations.) p. The proposed system must allow configuration of item X identifier parameters to automatically prevent programming of partially scanned or incorrectly scanned barcodes. q. All transmitted data is secured via password protection or X encryption, or some other means to prevent tampering. Please explain. r. All staff equipment provides clean and efficient cable X management options. s. All staff station equipment comes with a minimum one (1) X year warranty. t. Staff workstations are equipped to modify tags from one X data model to another during normal check-in operations (on-the-fly). P09-9873 17
  18. 18. Rqd HD Pref u. Existing staff workstations will require no or minimal X modifications to incorporate RFID capability. Please describe the “least cost” options (equipment cost and installation cost) for adding RFID staff equipment at existing staff workstations v. Provider provides a list of staff station equipment X recommended, including unit pricing for each different product. 2.3.4.4 RFID Conversion Equipment The RFID Conversion Equipment requirements are shown below and the columns on the right indicate whether the specific requirements are required or preferred. Rqd HD Pref a. Provider provides RFID conversion equipment for lease. X b. Provider provides RFID conversion equipment for sale. X c. Provider conversion equipment is capable of encoding new X items at the rate of 300 items per hour. d. Provider is able to provide recommendations to optimize X the conversion of the library collection. e. Provider provides schedule for tagging of the entire X collection (2.5 million items) within the designated project duration. f. RFID conversion can be done in offline mode (with no X connection to Millennium). g. Conversion equipment recommended is compact, easy to X move around, and equipped with efficient cable management options and/or battery operated. h. Conversion equipment performs automatic verification of X tags (read-back of tag) when they are written to or modified and provides option of audible and/or visual alerts when the read-back fails. i. Provider provides a minimum one (1) year warranty for all X purchased conversion equipment P09-9873 18
  19. 19. Rqd HD Pref j. Provider provides a listing of all necessary conversion X system equipment recommended including the unit price of each item provided and the total price per conversion team. 2.3.4.5 RFID Inventory Equipment and/or Handheld Reader The RFID Inventory Equipment and/or Handheld Reader requirements are shown below and the columns on the right indicate whether the specific requirements are required or preferred. Rqd HD Pref a. Provider provides an ergonomically designed inventory X device which aids the user in reading shelves at all levels, is easy to use, and is relatively non-stressful to wrist, arm, shoulder and elbow. Provide results of any third-party ergonomics testing. b. Provider’s inventory product is able to transfer data X between the inventory device and Millennium database wirelessly in real-time. c. Provider offers an inventory device and/or handheld reader X which has been successfully used by other Millennium libraries to locate lost items or items marked missing which were misshelved. Describe how inventory and missing lists from Millennium are loaded into the device. d. In addition to reading RFID tags, the inventory device and/ X or handheld reader can easily read barcodes in a variety of formats (codabar and non-codabar) and locations on the material. e. Any handheld device recommended by Provider is less X than 28 ounces. f. Inventory and handheld equipment uses an anti-collision X algorithm that does not limit the number of tags which can be simultaneously identified and read. g, The inventory and handheld equipment comes with X efficient cable management options (or operates wirelessly). h. Inventory and handheld equipment comes with a minimum X one (1) year warranty. P09-9873 19
  20. 20. Rqd HD Pref i. Provider offers a portable handheld reader that X accommodates data collection simultaneously with other functions including shelf reading (identifying misshelved items), identifying items on search lists, and identifying items with incorrect security. j. The battery life of Provider’s handheld unit allows the X user to work for at least 4 hours before charging or changing batteries. k. Provider can provide a listing of all recommended inventory X and handheld equipment including the unit price of each item provided. 2.3.4.6 RFID Security System Equipment The RFID Security System Equipment requirements are shown below and the columns on the right indicate whether the specific requirements are required or preferred. Rqd HD Pref a. No more than two security gates are required at each X location based on the information provided in the Relevant Outlet Information provided above b. No additional servers are required at the library outlets. X c. Security system supports standard TCP/IP network X connectivity and 802.11n for wireless communication. d. The security system can read tags on 25 tagged books X and periodicals being carried through the security system with 99% accuracy. e. Security system’s false alarms do not exceed 1 per X 1000 when 25 items are carried out by a customer at a time. f. The detection system is shielded from external X interference from light fixtures, elevator motors, etc. P09-9873 20
  21. 21. Rqd HD Pref g. Provider can provide architectural requirements (e.g. proximity to metal and electronics) that affect the gate X efficiency h. Security system (e.g. gates) includes secured X hardware that prevents physical tampering. i. Security system provides offline transaction X functionality (provides item security even when the Library’s integrated library system or network is off- line or not functioning). j. All transmitted data is secured via password protection X or encryption or other means to prevent tampering. k. The system offers multiple install options, including X (but not necessarily limited to) direct mount w/ ADA compatible threshold plate, base plate (only minor floor modification required for installation), buried cables (recessed conduit under finished floor), and the dual aisle exit detection systems must create an opening of at least 36 inches. l. Provider’s security system includes clean and efficient X cable management options. m. Provider security system equipment includes a X minimum one (1) year warranty. n. System is easy to turn off or disable, and when the unit X is off (or disabled), it is not obvious to the customer. o. Self-diagnostics will insure that the system is X operating correctly. p. The system has a centralized management interface and is ale to issue visible and audible warnings X (configurable at each outlet). q. System provides specific information (e.g. title, format X of item, barcode number) to staff workstations and/or portable devices about items triggering alarm. P09-9873 21
  22. 22. Rqd HD Pref r. Provider provides a listing of all necessary security X system equipment required at each location including the unit price of each item provided and the total price per outlet. 2.3.4.7 Company, Service and Support Requirements The Company, Service and Support requirements are shown below and the columns on the right indicate whether the specific requirements are required or preferred. Rqd HD Pref a. Introductory train-the-trainer training shall be provided X at no charge. b. Provider provides live phone support Monday through X Friday, 9-5 PST. c. Provider provides on-call support services 24/7 with a X guaranteed response time of two hours. d. Provider provides 24 hour or better turnaround for X onsite support calls during business hours and 48 hour turnaround on the weekends. e. Provider does not partner or subcontract with another X company for support. f. Provider has support offices within 50 miles of Library. X g. Provider will provide an optional yearly maintenance or X service contract for all equipment provided. h. Maintenance/service agreement must be renewable X on an annual basis. j. Provider offers a 12-month 100% money-back X performance guarantee on all equipment purchased and covered by 12-month warranty or service agreement. 2.3.4.8 Delivery, Installation, Cost and Setup Requirements P09-9873 22
  23. 23. The Delivery, Installation, Cost and Setup requirements are shown below and the columns on the right indicate whether the specific requirements are required or preferred. Rqt HD Pref a. All units will be delivered, installed and fully functional X based upon the Library’s implementation schedule as agreed upon with Provider. b. Provider will accommodate the Library’s RFID X implementation schedule as described above. c. Provider will detail site requirements for all equipment X no later than 30 days before delivery is scheduled. d. Provider will arrange unpacking and placement of all X equipment which it furnishes and removal of all debris generated by the installation of the equipment. e. Provider will certify in writing when each installation is X complete and ready for use by the public. f. Provider provides a detailed project timetable for the X RFID tag, staff workstation and security system implementation. 2.4 PROPOSED SCHEDULE The chart below indicates a draft schedule. The Library will seek Provider input in identifying necessary changes to the schedule in order to show an attainable timetable for accomplishing the agreed upon program objectives and milestones. Period Tasks to be Performed Responsibility (Provider or Library) June 30, Deliver RFID tags to MCL Provider 2009 July 2009 Plan for tagging new material Library, Provider and Materials Vendors August 2009 Plan for tagging library Library and Provider collection Plan security gate and staff Library and Provider equipment installations, beginning with Central, Kenton and Troutdale Purchase/lease conversion Library P09-9873 23
  24. 24. equipment Begin getting new material pre- tagged with Provider tags September Begin RFID conversion at Library 2009 Central Purchase security and staff Library equipment for Central, Kenton and Troutdale October 2009 Continue RFID Conversion Library Install Central Library equipment December Install equipment at Kenton Provider 2009 January 2010 Install equipment at Troutdale Provider March 2010 Central collection tagging Library and Provider complete and all staff and security equipment in place December Entire collection tagged and Library and Provider 31, 2011 security system [and self check] in place at all outlets P09-9873 24
  25. 25. MULTNOMAH COUNTY RFP P09-9873 Radio Frequency Identification Tags and RFID Circulation and Security Equipment PART 3 PROPOSAL REQUIREMENTS AND EVALUATION CRITERIA 3.1 PROPOSAL FORMATTING INSTRUCTIONS Failure to comply with these instructions may result in the rejection of the proposal. 3.1.1 Proposals must be printed, computer generated or typewritten, single spaced, space-and-a- half or double-spaced, on 8.5” x 11” paper, using both sides of the paper. All pages must be numbered. Margins must be at least ½ inch on all sides. Font size can be no smaller than 10. Proposals using smaller font sizes or smaller margins may be rejected. 3.1.2 In support of the County’s sustainability goals regarding environmental impact and the disposal of paper, it is the County’s preference that proposals be printed on both sides of the paper, rather than on one side only. When proposal format instructions limit the number of pages to be submitted, the page count is based on the quantity of numbered pages. Example: The RFP proposal response to the program question is limited to a page count of not more than 12 pages. This equates to not more than 6 sheets of paper that are printed on each side. 3.1.3 Maximum page limits are specified for each section of the proposal. The total number of pages, excluding attachments and required forms, must not exceed 14 pages. Attachments and supporting documents not specifically required by the RFP will not be evaluated. Supporting materials submitted with the proposal, if any, will not be returned. Pages in excess of the page limitation will not be evaluated. 3.1.4 Proposers must respond to all the questions listed under Part Three, Section 3.5 – Proposal Questions and Evaluation Criteria. For each item, restate the question and use the same numbering and letter sequence as found in the RFP and then provide your response. Responses must be on the forms provided for by Multnomah County where applicable. 3.1.5 All Proposers are to submit a SIGNED Offeror Representations and Certifications [Solicitation Attachment 1], and it will not count against the total page limitation. Failure to sign a completed Offeror Representations and Certifications form shall result in rejection of the proposal. 3.1.6 Proposals must be stapled in the left upper corner. Do not use spiral bindings, glue, place in notebooks or use other methods of binding the proposal. If the document is too thick to be held with a single staple, secure the document with a metal clip which can be easily removed for storage and copying purposes. P09-9873 25
  26. 26. 3.2 PROPOSAL SUBMISSION Proposers must submit one 1 original and 8 complete copies of the proposal to: Multnomah County Central Procurement and Contract Administration (CPCA), 501 SE Hawthorne Blvd, Suite 400, Portland, OR 97214, no later than 4:00 p.m. Wednesday, May 27, 2009. PROPOSALS MUST BE TIME STAMPED AT THE CPCA BID DESK BY THE STATED DEADLINE. LATE PROPOSALS WILL NOT BE CONSIDERED. Proposals shall be submitted in a sealed envelope appropriately marked with the Proposal title, RFP number, and the name and address of the Proposer. If the requested copies do not fit into an envelope, enclose all copies in a box, seal it and attach a sheet of paper with the following information to the top of the box: (1) Proposal title, (2) RFP number, and (3) the name and address of the Proposer. Please use the minimum amount of tape necessary to seal the box. 3.3 EVALUATION PROCESS FOR WRITTEN RESPONSE AND PRODUCT DEMONSTRATION 3.3.1 General Evaluation Process. There will be a two-step evaluation process for this RFP. First, each evaluator shall independently assign a score to each evaluation criterion based on the written proposals. Then the evaluators shall meet at a Proposal Evaluation Session and share their key findings from each proposal. After sharing their findings, each evaluator shall be given an independent opportunity to revise their draft scores and to finalize them. Final scoring by each evaluator will then be summed. The three Proposers with the highest scores on the written proposals will be invited to a product demonstration. The County reserves the right to adjust the number of Proposers invited to the product demonstration either upward or downward, to allow only those Providers with a reasonable chance of success to move into the demonstration phase. Inclusion into the Demonstration portion of the evaluation will be solely based on score and the determination of the number of Providers invited will not be subject to protest. In the second part of the evaluation process, those Proposers invited to the Demonstration Phase will be asked to give a product demonstration. See Part 3, Section 3.3.2 below for a more complete discussion of the product demonstration. No additions, deletions or substitutions may be made to written proposals during the product demonstrations. Each evaluator shall independently assign a score to each evaluation criterion based on the scripted demonstration. The written evaluation scores and the scripted demonstration scores will then be summed resulting in a final score. The award will be made to the Proposer having the highest final score. 3.3.2 On-Site Demonstration. P09-9873 26
  27. 27. Providers with the top three (3) scoring written proposals (or other number as determined appropriate by the County) will be invited to attend an on-site demonstration. The purpose of the on-site demonstration will be to test their proposed equipment in trials with a mixture of media to determine the success/failure rate of the proposed configuration. Scheduling of on-site demonstrations will be by rank with the lowest scoring Proposer scheduled first – see 1.8.5. Additional instructions will be provided to those Proposers participating in the on-site demonstration at the time of scheduling. Failure to attend the scheduled on-site demonstration will result in the assignment of a score of “0 for the on-site demonstration portion of the evaluation, unless a Provider can demonstrate that their non-attendance was due solely to circumstances completely outside of the control of the Provider (i.e. acts of war, closure of airports, failure of airlines, national security ordered flight disruption, natural weather events, etc.). Determination of acts outside of the control of the Provider will be made by the County and is not subject to Protest. Attendees at the on-site Demonstration may include, besides the evaluation team, library staff members, technical experts, telecommunications and information technology staff, and others as designed by the CPCA representative. Providers may be required to demonstrate the following (or other) capabilities of their proposed system: Tagging processing, modification, and rate • Demonstrate recommended process of tagging multimedia material (CDs, DVDs) that provides desired security while minimizing processing costs and staff workload; • Demonstrate process of tagging each type of library item: CD, DVD, books, periodicals, MP3 discs, books on CD, videos and sheet music; and, • Ability to encode new items at the rate of 300 items per hour. Ease of Use and Effectiveness of Staff Equipment • Ability to convert typical library staff workstation to RFID with minimal cost and modifications while providing ergonomic benefits to staff performing check-in and check- out operations; • Ability to check-in a mixture of RFID-tagged and barcode-only material at a staff workstation; • Ability to check-in and check-out a stack of 5-10 RFID tagged items (up to 8 inches tall) simultaneously (system should display the number of items that have been checked in/out); • Ability to modify tag from one data model to another during normal check-in operations; P09-9873 27
  28. 28. • Ergonomic features of equipment; and, • Network management and diagnostic features of equipment. Accuracy and Effectiveness of Security System • Ability of security system to accurately identify items that have not been checked out with 99% accuracy (including a combination of 25 books, CDs, DVDs and periodicals) – in online and offline mode; • Ability of security system to accurately identify items that have been checked out with 99.9% detection accuracy (including a combination of 25 books, CDs, DVDs and periodicals) and no more than 1 per 1000 false alarms – in online and offline mode; • Ability of system to transmit useful information to staff workstations and/or portable devices about items triggering alarm; • Effectiveness and configurability of system’s alert system; • Ability to centrally manage the security system; • Ability to disable security system, re-enable system, and system’s ability to perform self- diagnostics; and, • Ability of system to provide accurate door counts and provide useful statistical data. Ease of use and effectiveness of inventory/portable equipment • Ability to inventory bottom, middle, and top shelves with portable inventory device with 99.9% accuracy; • Ability to load records from Millennium into portable device and identify misshelved material using portable device; • Ability to load paging lists into device and identify items on hold; and, • Effectiveness of system diagnostics and statistical reporting functions. Operation and Maintenance • Required and recommended daily, weekly, and/or monthly maintenance procedures. The Library will contact Providers whose RFP responses have not been rejected to schedule any required demonstrations no later than May 28, 2009. Demonstrations will be conducted June 4 and 5 at the Central Library in Portland at days and times convenient for the staff. See Section 3.5 for a more detailed discussion of the Demonstration Evaluation. P09-9873 28
  29. 29. 3.4 PROPOSAL QUESTIONS, INSTRUCTIONS, AND EVALUATION CRITERIA Basic Service Qualifications: All Proposers must complete the questions under 3.4.1. Proposers failing to achieve 70% of the total points will not be considered further for an award under this procurement. 3.4.1 PROPOSAL RESPONSE AND EVALUATION CRITERIA: Proposals must provide responses and documentation as requested referencing the following in sequence indicating the Provider has met the minimum Provider Qualification requirements. Any proposal that does not meet the minimum Provider Qualifications by providing all required documentation may be considered non-responsive, and may be rejected. Providers must earn 70% of the total points available to meet the minimum qualification standard. This evaluation will be split into four major areas: • Provider General Qualifications ( 68 Points) • Provider Technical Capability (402 Points) • Provider Cost/Schedule (130 Points) • Provider References (100 Points) Total Points Available: 700 Points 3.4.2 Provider General Qualifications (68 Points) Page limitation – 5 Pages Provide the following information: a. A brief, descriptive statement indicating the Provider’s credentials to deliver the products and services sought under this RFP. b. Form of ownership of Provider company; c. Number of years in business under the current name; d. Location of offices; e. Providers most recent annual financial statement filed with the SEC. If the company does not provide any annual financial statements to the SEC, please provide the most current independently audited financial statement available (not included in page count); f. Corporations shall provide the year and state of incorporation; g. Partnerships shall provide the names of the partners, and the length of its existence; h. Experience and type of relationship with any ILS (including MULTNOMAH COUNTY’s current ILS, Millennium) or other Provider where interoperability of bidder’s equipment will be necessary for successful operation; i. State if the Provider is presently negotiating a sale, acquisition or merger that would alter the Bidder’s existing structure j. A statement as to whether there is any pending litigation against the Provider; and if such litigation exists, attach an opinion of counsel as to whether the pending litigation will impair the Provider’s ability to perform in a contract under this RFP (opinion does not count against page count); P09-9873 29
  30. 30. k. A statement as to whether, in the last ten years, the Provider has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors. If so, submit an explanation providing relevant details; l. An organizational chart highlighting the key people who would be assigned to accomplish the work required by this RFP (limit – 1 page of the 5 total). m. Any other information that demonstrates the Provider’s experience, ability and capacity to produce the required outcomes requested in this RFP. Evaluation Criteria: Provider submits all of the required documentation and information indicted in a – m above. Financial filings or independent audit demonstrate a fiscally sound organization with reasonable prospects to continue business during the term of the proposed contract. The submitted Organization Chart is complete and shows adequate resources that could be expected to successfully support and/or manage a project of this complexity. Provider offers information that demonstrates experience, capacity and ability to execute the proposed project on time and successfully meeting project requirements. 3.4.3 Technical Capability No Page Limit (402 Possible Points) Provider will complete the attached charts, indicating whether or not they are capable of providing or meeting the attached requirements by indicating either yes or no. Points will be earned as follows: For each “Yes” for a required item: 5 points For each “No” for a required item: 0 Points For each “Yes” for a highly desirable item: 3 points For each “No” for a highly desirable item: 0 Points For each “Yes” for a Preferred item: 1 Point For each “No” for a Preferred item: 0 Points CAUTION: Providers are put on notice that the attached charts will be incorporated into any resulting contract without modification and will constitute a part of the final statement of work that must be completed within the fixed price offered by the Provider. Do NOT indicate “Yes” for an item you do not intend to offer or can not provide as your responses will be considered binding within the Price offered by the Provider in your cost proposal. 3.4.3.1 Overall Requirements and Substitutions Complete the attached form (word version is available on the CPCA Website: www.multcopurch.org and click under “Current Bids and Proposal Opportunities”) by indicating either “Yes” or “No”. If you indicate no, include brief explanatory information in the Details line. Note that some of the requirements ask for additional attachments, etc – these will NOT count against your page limitation but do not include attachments that were not specifically asked for – these will be P09-9873 30
  31. 31. removed before your proposal is submitted to evaluators for review. Requirements that are required are in bold – Preferred requirements are not bolded. The Provider may take full credit for an element if they elect to provide a substitution and the substitution meets the requirement in all material ways. A full description of the substitution and why it meets the requirement must be presented in the details section provided. All substitutions will be reviewed by the Program and claimed points will be reduced if the substitution does not materially meet the requirement as stated in details section or there is conflicting information about whether or not a claim of equality is valid. Yes No All system components are UL, CE, and FCC Part 15- Certified; SIP2, RS-232, TCP/IP Ethernet 10/100, 802.11b (wireless) compliant; and meet the EU RoHS and WEEE Directives. Details: The proposed system and all of its components are entirely compatible with, and in no manner interfere with, the integrated library system (currently Millennium), its computer clients, or other components. Details: The proposed system provides application-specific software to incorporate all hardware (detection systems, staff station readers, cataloging stations, inventory wand), the circulation RFID tags and any other RFID-related hardware into the system. Details: The proposed system must interface with the Library’s existing integrated library system, Millennium, using the SIP, SIP2, NCIP, or NCIP2 protocol. Details: The proposed system must not interfere with other equipment, integrated library system, clients or PCs that may be nearby. Details: The proposed system must be able to connect through the Library’s Ethernet network via an RJ-45 connector and/or secured wireless network. Details: The RFID system must be ISO 15693 18000-3 Mode 1 Compliant Details: Vendor must be willing to work with the integrated library system vendor, Innovative Interfaces, to resolve any RFID-ILS functionality problem Details: P09-9873 31
  32. 32. 3.4.3.2 RFID Tags Yes No a. Tags are ISO 15693 18000-3 Mode 1 compliant. (all mandatory elements) Details: b. The proposed system provides tags with a range of memory options from 256 to 2048 bits that can be used simultaneously in the library. Details: c. Tags are 13.56 MHz. Details: d. All data on the re-writable RFID tag, including the item identifier field, must be fully rewriteable. Details: e. The proposed system tags must enable the AFI security status to be stored directly on the tag and must trigger an immediate alarm if an item not charged is read by the detection systems. Details: f. Tags are available in blank, generic library or library- customized versions. Details: g. Tags must provide both security and inventory control functionality. Details: h. Tags use an anti-collision algorithm that does not limit the number of tags which can be simultaneously identified and read. Details: i. Tags are adhesive-backed and one piece (tag and label integrated into one piece) to adhere to library materials without addition of an adhesive cover label. Details: j. Tags can be easily applied in one step, with no need for mouse clicks, keyboard input, or touch screen entries for most item conversions. Details: k. The proposed tags feature a flip-chip bond using Z-axis adhesive between the antenna and chip for high durability. Include any guarantees you will make concerning the tag adhesive (especially tags provided for use in CDs and DVDs). Details: l. The proposed system tags must use a low acid, or neutral pH, adhesive. P09-9873 32
  33. 33. Details: m. Tags are compliant with ISO 18000-3 Mode 1 and ISO 15693-3 (all optional and mandatory components). Details: n. Provider agrees to guarantee that tags will be compliant and rewriteable within one year of the balloting and adoption of the ISO/NISO Library RFID Data Model Standard. Details: o. Vendor agrees to replace all vendor-supplied RFID tags with standard compliant tags (within one year of the adoption of the ISO/NISO Library RFID data model standard) if the tags are not rewriteable to that standard on- the-fly (using standard staff workstation equipment). In addition, the Vendor agrees to reimburse the library for replaced tag to compensate for the labor costs associated with replacing non-compliant tags. Details: p. Vendor provides RFID tags that work with all material types including books, periodicals, DVDs, VCR videos, CDs, books on CD, books on cassette, MP3 discs and sheet music. Details: q. Vendor provides recommendations and instructions for tagging media and multi-part sets. Provide recommendations for how best to secure items with media (e.g. CDs, DVDs) and multi-part sets (e.g. Books on CD, TV series DVDs) in a way that is the least time-consuming for staff while providing required security. Details: r. Vendor provides a combined RFID tag/cover label for purchase. Details: s. The proposed system tag must be guaranteed for the life of the item to which it is originally affixed. Vendor agrees to replace, at not cost to the library, all tags that fail or which cease to be readable at 99% accuracy by security system. The vendor must also show upon request the data of the accelerated age testing of the tags and read range as well as methodology for testing. Details: t. Tags are performance-tested before shipment by a third party and defective tags are marked. Performance test results average less than 1 defective tags per 10,000. Describe your procedures for reliability testing and provide statistics for average number of defective tags per 10,000. Details: P09-9873 33
  34. 34. u. Tags can be deactivated by a means other than cutting the tag. Explain the options for deactivating tags. Details: v. Vendor has experience providing RFID tags to material vendors including Ingram, Midwest Tape, and Recorded Books who then provide preprocessed material (including Vendors encoded tags) to their library customers. Include a list of library customers for each material vendor list above. Details: w. Vendor tags protect patron privacy. Describe what information is stored on each tag, the encryption system used, and how data is prevented from being read by unauthorized readers. x. Vendor provides a list of tags recommended for conversion and for new acquisitions (for the year following conversion), including unit pricing for each different product. Attach as Appendix A. 3.4.3.3 RFID Staff Workstation Equipment Yes No a. Staff check-out units reliably (99.9%) check in/out a minimum of 10 RFID tagged items simultaneously. Details: b. Staff workstation can function in offline mode. Describe how this is accomplished. Details: c. Staff workstation equipment is capable of processing RFID tags or bar codes in the same circulation transaction. Provide a detailed staff scenario of a checkout session that includes some items that are RFID tagged and others that are only bar-coded. Details: d. Staff stations can easily read library cards and material barcodes in a variety of formats (codabar and non- codabar) and locations on the item. Details: e. Staff stations are designed ergonomically. Describe how the recommended staff equipment minimizes repetitive motions and allows flexibility for staff of different heights? Details: f. The proposed system has a thin (less than ½”) reader pad that provides easy installation. Details: P09-9873 34
  35. 35. g. Staff workstation equipment is compatible with Library’s standard circulation desk computers, barcode scanners, and receipt printers. Details: h. Staff workstation equipment can be mounted in, on, or under the work surface of a circulation station. Details: i. Staff workstation equipments can function when positioned under existing Library slate, granite, wooden or laminate-topped desks. Details: j. Staff workstation equipment has an RFID read range of 8 inches minimum for book tags. Details: k. Staff workstation equipment is able to read tags and display the information contained on the tag. Details: l. Staff workstation equipment provides a displayed count of the number of items processed simultaneously to ensure complete check-in/out transaction processing. Details: m. The proposed system uses an anti-collision algorithm that does not limit the number of tags which can be simultaneously identified and read up to 8 inches high with a book tag. Details: n. Staff workstation equipment has the ability to read, program, and reprogram RFID tags during a standard circulation transaction (on-the-fly). Details: o. Staff workstation equipment does not require mouse activations to process most items. (Exceptions made for configuration changes, error handling, or tag reprogramming situations.) Details: p. The proposed system must allow configuration of item identifier parameters to automatically prevent programming of partially scanned or incorrectly scanned barcodes. Details: q. All transmitted data is secured via password protection or encryption, or some other means to prevent tampering. Please explain. Details: r. All staff equipment provides clean and efficient cable management options. Please provide diagrams and/or photos. P09-9873 35
  36. 36. Details: s. All staff station equipment comes with a minimum one (1) year warranty. Details: t. Staff workstations are equipped to modify tags from one data model to another during normal check-in operations (on-the-fly). Details: u. Existing staff workstations will require no or minimal modifications to incorporate RFID capability. Please describe the “least cost” options (equipment cost and installation cost) for adding RFID staff equipment at existing staff workstation Details: v. Vendor provides a list of staff station equipment recommended, including unit pricing for each different product. Attach as Appendix B. Details: 3.4.3.4 RFID Conversion Equipment Yes No a. Vendor provides RFID conversion equipment for lease. Describe the equipment available for leasing during the initial RFID conversion process including the unit price per month. Details: b. Vendor provides RFID conversion equipment for sale. Describe the equipment available for purchase during the initial RFID conversion process including the unit price. Details: c. Vendor conversion equipment is capable of encoding new items at the rate of 300 items per hour. Details: d. Vendor provides recommendations for optimizing the conversion of the library collection. Describe the process, number of people per team, and equipment you recommend for converting the Library’s collection to RFID. Details: e. Vendor provides schedule for tagging of the entire collection (2.5 million items) within the designated project duration. Please describe how many teams (as you’ve defined above), and what the working schedule (assuming teams work five days per week) will need to be in order to RFID tag the collection within the project duration. Use the Schedule and Cost Tables below. Details: P09-9873 36
  37. 37. f. RFID conversion can be done in offline mode (with no connection to Millennium). Details: g. Conversion equipment recommended is compact, easy to move around, and equipped with efficient cable management options and/or battery operated. Please provide diagrams and/or photos. Details: h. Conversion equipment performs automatic verification of tags (read-back of tag) when they are written to or modified and provides option of audible and/or visual alerts when the read-back fails. Details: i. Vendor provides a minimum one (1) year warranty for all purchased conversion equipment? Details: j. Vendor provides a listing of all necessary conversion system equipment recommended including the unit price of each item provided and the total price per conversion team. Attach as Appendix C. Details: 3.4.3.5 RFID Inventory Equipment and/or Handheld Reader Yes No a. Vendor provides an ergonomically designed inventory device which aids the user in reading shelves at all levels, is easy to use, and is relatively non-stressful to wrist, arm, shoulder and elbow. Provide ergonomic design specifications. Provide results of third party testing. Details: b. Vendor’s inventory product is able to upload data (at least 1 million records) from the inventory device into the Millennium database wirelessly in real-time. Describe in detail how the inventory unit communicates with the database. Details: c. Vendor offers an inventory device and/or handheld reader which has been successfully used by other Millennium libraries to locate lost items or items marked missing which were misshelved. Describe any such uses of the device and provide the names of the libraries reporting these uses. Details: d. In addition to reading RFID tags, inventory device and handheld reader can easily read barcodes in a variety of formats (codabar and non-codabar) and locations P09-9873 37
  38. 38. on the material. Details: e. Any handheld device recommended by Vendor is less than 28 ounces. Provide size and weight information and describe how it is carried while being operated (including battery, RFID reader, antenna, display and computing unit, and any other components that must be carried by the user.) Details: f. Inventory and handheld equipment uses an anti- collision algorithm that does not limit the number of tags which can be simultaneously identified and read. Details: g, The inventory and handheld equipment comes with efficient cable management options (or operates wirelessly). Please provide diagrams and/or photos. Details: h. Inventory and handheld equipment comes with a minimum one (1) year warranty. Details: i. Vendor offers a portable handheld reader that accommodates data collection simultaneously with other functions including shelf reading, identifying items on search lists, and identifying items with incorrect security. Details: j. The battery life of Vendor’s handheld unit allows the user to work for at least 4 hours before charging or changing batteries. Details: k. Vendor provides a listing of all recommended inventory and handheld equipment including the unit price of each item provided. Details: 3.4.3.6 RFID Security System Equipment Yes No a. No more than two security gates are required at each location based on the information provided in the Relevant Outlet Information provided above. Describe the gates (or other security system recommended) that are required at each outlet. Details: b. No additional servers are required at the library outlets. If servers are required, describe any additional servers, hardware, and wiring needed for P09-9873 38
  39. 39. each secured exit using the proposed security system. Details: c. Security system supports standard TCP/IP network connectivity and 802.11n for wireless communication. Describe how the security system communicates with the server and other network devices. Details: d. The security system can read tags on 25 tagged books and periodicals being carried through the security system with 99% accuracy. If not, state how many items you will guarantee can be read simultaneously? Do you have suggestions for providing a convenient way for customers to pass through the security system with more items than can be read at once? How does this number change if CDs or DVDs are among the items being carried? How do you recommend we address CDs, DVDs, and sheet music? Note: You will be asked to demonstrate your product’s detection accuracy for a wide range of item types. Details: e. Security system’s false alarms do not exceed 1 per 1000 when 25 items are carried out by a customer at a time. You will be asked to demonstrate your product’s false alarm rate. Details: f. The detection system is shielded from external interference from light fixtures, elevator motors, etc. Details: g. Provide architectural requirements (e.g. proximity to metal and electronics) that affect the gate efficacy. Details: h.. Security system (e.g. gates) includes secured hardware that prevents physical tampering. Please explain using documentation and/or diagrams. Details: i. Security system provides offline transaction functionality (provides item security even when the Library’s integrated library system or network is off- line or not functioning). Describe how this is accomplished Details: j. All transmitted data is secured via password protection or encryption or other means to prevent tampering. Please explain using documentation and/or diagrams. Details: k. The system offers multiple install options, including (but not necessarily limited to) direct mount w/ ADA P09-9873 39
  40. 40. compatible threshold plate, base plate (only minor floor modification required for installation), buried cables (recessed conduit under finished floor), and the dual aisle exit detection systems must create an opening of at least 36 inches. Details: l. Vendor’s security system includes clean and efficient cable management options. Please provide diagrams and/or photos. Details: m. Vendor security system equipment includes a minimum one (1) year warranty. Details: n. System is easy to turn off or disable, and when the unit is off (or disabled), it is not obvious to the customer. Please describe how staff could easily disable or turn off the security system without making it obvious to customers that there is no security system activated (.e.g. if it needs to be off while waiting for repair). Details: o. Self-diagnostics will insure that the system is operating correctly. Details: The system has a centralized management interface and p. is able to issue visible and audible warnings (configurable for each outlet). Details: .q. The system provides specific information (e.g. title, format of item, barcode number) to staff workstations and/or portable devices about items triggering alarm. Details: r. Vendor provides a listing of all necessary security system equipment required at each location including the unit price of each item provided and the total price per outlet. Attach as Appendix E. Details: 3.4.3.7 Company, Service and Support Requirements Yes No a. Introductory train-the-trainer training shall be provided at no charge. Details: b. Vendor provides live phone support Monday through Friday, 9-5 PST. Details: c. Vendor provides on-call support services 24/7 with a guaranteed response time of two hours. P09-9873 40

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